Procurement Card Guideline

The purpose of this Guideline is to ensure California State University, Long Beach (“University”) compliance with Procurement Credit Card (ProCard) program by providing guidelines for the appropriate use of the card and authority for various transactions and activities for authorized University business purposes.

Overview of the Pro Card Program

Participants in this program are issued a US Bank Visa Credit Card with the Business Unit name and the employee’s name as the co-participants. Reconciliation of statements will occur in the CFS PeopleSoft Procurement Credit Card module. This system will allow the Cardholder the flexibility to process their month-end statement reconciliation electronically online. Cardholders will use this module to adjust transaction Chartfield information, record detailed descriptions per transaction, and review historical transaction information.

This document is applicable to all three Business Units which include California State University Long Beach (LBCMP), Research Foundation (LBFDN), and 49ER Foundation (LB49R), hereafter, referred to as CSULB Business Units.

The participant will only be issued a single card either from the Campus or Research Foundation Business Unit accounts. This will be determined by the business unit funding source on many Cardholder transactions.

The mechanism for authorization to purchase utilizing the ProCard will be based on Campus Delegation of Authority. (Reference the Delegation of Purchasing Authority for details).

This program is offered to all business units as an alternative payment method for low dollar value transactions less than $10,000; campus departments may set lower single and monthly limits for each Cardholder.

The sections below review the Procurement Credit Card program and associated policies.

Program Administration

Contacts

The Procurement and Accounts Payable departments jointly administer the ProCard program and are responsible for coordinating, auditing, and evaluating all aspects of the program.

Procurement Department

ProCard Administrator (PCA) – University and Foundation

Fs-pcard@csulb.edu

Accounts Payable Department – for any accounting/billing questions

Accounts Payable Tech Card Program Contact

  • Foundation AP Supervisor
  • Campus/49R AP Supervisor

Requesting a ProCard

Complete a Procurement Credit Card Request form (DocuSign) and submit it for electronic approval.

Participants will only be issued a single card either from the Campus or Research Foundation Business Unit accounts. This will be determined by the business unit funding source on the majority of Cardholder transactions. The ProCard can be used with the CSULB Business Units.

Once the card application form has been received, the ProCard Administrator will:

  • Verify the user does not already have a card.
  • Confirm primary Business Unit accounts.
  • Set up the Cardholder and order the card.
  • Confirm Cardholder has submitted a Finance Authority Application (FAA) form.
  • Provide written card activation instructions to the Cardholder.
  • Verify that the Approver is set up in Delegation of Authority.

Procedure

Legal Reference & Authority

California State University Executive Order 760 establishes minimum standards for the use of Procurement Credit Cards. EO 760 delegates authority for Procurement Credit Cards to each campus President. For California State University Long Beach, delegation for the purchase of goods and services is delegated from the President to Procurement & Contractual Services. Procurement & Contractual Services delegates a limited authority for the purchase of goods and services via the Procurement Credit Card program to Cardholders as specified later in this document. The CSU System uses the US Bank visa card for the Procurement Credit Card program.

Procurement Credit Card Use

The Procurement Credit Cards must be used in accordance with California State University Long Beach (CSULB) policies and procedures contained in this Guideline manual. The University uses a variety of methods to purchase goods and services, including petty cash, purchase orders, and direct expense. The Procurement Credit Card can be used as an option to existing methods to obtain supplies (goods). Use of the card does not replace existing Guidelines and procedures. The Procurement Credit Card is for authorized University purchases only and is not for personal use. Per CSU Contract and Procurement Policy, Procurement Credit Cards must follow all purchasing policies and guidelines. Procurement Credit Cards may only be used for approved CSU expenditures. The use of a Procurement Credit Card for any form of personal purchases (regardless of any intent to repay the CSU for purchase) is expressly forbidden.

Card Programs

CSULB has two Procurement Credit Card programs that can be requested: Procurement Card and the One Card. Depending on the participant’s needs, purchasing will determine which program is appropriate. No matter which program you are enrolled in, participants will only have a single card, either from the Campus or Research Foundation Business Unit.  This will be determined by the business unit funding source on the majority of Cardholder transactions. All cards can be used for all three business units, LBCMP, LBFDN and LB49R.

Procurement Credit Card (“ProCard”)

This program follows all policies and procedures contained in this guideline.

All Cardholders are delegated a single purchase limit up to $10K maximum. The monthly credit limit will be determined by the Cardholder’s Appropriate Approver when completing the ProCard application form.

The ProCard may not be used for travel including food, lodging, and transportation expenses. Conference registration fees are permitted. Refer to the campus Travel Guidelines and Hospitality Guidelines for more details or contact Accounts Payable.

One Credit Card (“The One Card”)

This program follows all policies and procedures contained in this guideline, with one exception. The One Card may be used for travel. The request for the One Card should be approved through your department or division level 3 Approver. Additionally, Accounts Payable must approve the issuance of a One Card.  The use of the One Card does not replace the need to complete the required travel authorizations or timely travel claim forms.

  • Qualifications: In order to qualify for the One Card travel must be so frequent that trips are back-to-back, such that they do not allow enough time for the Campus department and accounts payable to process a previous travel claim before the next trip.
  • Approved Expenses: Approved University travel expenses include transportation, lodging, and meals as described in the campus travel procedures.
    • The One Card may only be used for the Cardholder's own expenses or for those expenses of the assigned student group who is authorized to travel.

The University will not reimburse for expenses paid on behalf of others, except in the case of a student travel group.

Conflict of Interest

To avoid conflicts of interest, purchases shall not be made from companies where the person purchasing the goods has a major economic interest. Such purchases may have at least the appearance of wrongdoing and should therefore be avoided. The Procurement and Accounts Payable staff may make random checks of company ownership to ensure that integrity is maintained in all purchasing practices.

Disputed Charges

Disputed charges are defined as a disagreement between the merchant and the Cardholder where the Cardholder is asking for the Issuer’s assistance. Some of the more common reasons are:

  • Merchandise or service not received: The card has been charged for a transaction(s) but the merchandise or service has not been received.
  • Merchandise returned: The card has been charged for a transaction(s) but the merchandise has been returned and there has been no credit given by the merchant.
  • Defective: It is your responsibility to return the defective item(s) to the merchant for replacement or to receive a credit on the purchase. If the merchant refuses to replace the defective item, then the purchase of this item will be considered DISPUTED, and US Bank must be notified. You will be asked to complete the Dispute Form provided by US Bank and return it to US Bank per their instructions for resolution. Once the dispute has been resolved you will be notified by US Bank.
  • Duplicate processing: The card has been charged for a transaction twice when only one charge was authorized.
  • Unrecognized: The card has been charged for a transaction that is not recognized. A copy of the documentation received from the merchant to certify the charge (sales draft) will be sent to the Cardholder for review. If not recognized see the section on Fraudulent Charges.

Before disputing or questioning a charge on the Procurement Credit Card Statement, validate that you have noted/taken the following actions:

  • Attempt to contact the merchant to resolve the issue.
  • Document all interactions with the merchant (names, dates, responses).
  • Review receipts for the amount in question as it may have posted to the Procurement Credit Card Statement with a different merchant name or with a different amount.
  • Foreign travel transactions may post for more or less than your receipt due to currency conversion fees or service charges.

If a transaction is disputed, the Cardholder must perform the following tasks:

  • Contact US Bank Customer Service at 800.344.5696 and let them know within 60 days after the date of the transaction date. Failure to do so will forfeit the disputed charge and the Cardholder will not be issued a credit.

ProCard Statement Fraudulent Charges

If a transaction is believed to be fraudulent the Cardholder needs to do the following:

  • Immediately Contact the US Bank Fraud department at 800.523.9078 and also notify the Campus Procurement Credit Card Administrator. US Bank will assist in ensuring that the card is closed and issue a replacement card.
  • Cardholder is responsible for receiving the US Bank Fraud Affidavit, verifying that all information on the affidavit is correct, sign the affidavit, and return the signed affidavit to US Bank Fraud department.  The US Bank Fraud Affidavit can be emailed by US Bank.  The Cardholder needs to request that it be emailed when speaking with US Bank Fraud department.  This process must be completed within 60 days after the transaction date.
  • A copy of the signed fraud affidavit needs to be included on the following months ProCard statement when reconciling the fraud credit transaction appears on the ProCard statement.  The fraud affidavit is considered the receipt for the fraud credit transaction.

Failure to comply with the above process may result in suspension or revocation of the ProCard.

The ProCard Administrator will notify the Cardholder when the replacement card is ready to be picked up.

Lost or Stolen Credit Cards

  • When your card is lost or stolen
    • Contact US Bank Customer Service at 800.344.5696 to initiate a new replacement card.
    • Email the ProCard administrator to make them aware a new card will be coming.

A new card will be issued. Replacement cards will be mailed to the ProCard Administrator. The ProCard Administrator will notify the Cardholder when the replacement card is ready to be picked up.

Replacing ProCards

There may be instances where it becomes necessary to replace your credit card because it is either worn out or defective.

  • It will be the Cardholder’s responsibility to initiate the following process
    • Notify the ProCard Administrator by email.

A new card will be issued. Replacement cards will be mailed to the ProCard Administrator. The ProCard Administrator will notify the Cardholder when the replacement card is ready to be picked up.

Separation from the University or Changing Positions

When a Cardholder leaves the University, their credit card must be destroyed. The Procurement Credit Card Administrator will close the ProCard account upon notification of separation. If a Cardholder transfers to another department, the ProCard account must be closed. The ProCard Administrator needs to be notified that the Cardholder has transferred to another department. ProCards do not move with an employee taking a new position in another department.

Lost or Missing Receipt Form

For lost or missing receipts, the Cardholder should request a new receipt/invoice from the merchant as soon as possible. If unable to obtain a receipt, the Cardholder must submit a completed Lost Itemized Receipt Form (PDF) and submit with the Monthly Cardholder ProCard Statement upload to CFS People Soft. A Lost or Missing Receipt Infraction is issued when the Lost or Missing Receipt Form is not included with the Statement. The Cardholder Account will be closed upon the 3rd Infraction.

Late ProCard Statement

The monthly Cardholder Statement and all supporting documentation must be submitted as per the guidelines on the ProCard Cycle Calendar. If the calendar statement upload deadline date is not met the statement is considered late and a Late Statement Infraction will be issued to the Cardholder. While an automated email is sent to a Cardholder as a courtesy, it is the responsibility of the Cardholder and their Approver to ensure accuracy and proper submission into the CFS ProCard Module by the due date. ProCard Program Guidelines apply all 12 months of the year, including the Year-End Accounting procedures. The Cardholder account will be closed upon the 3rd Infraction.

Personal Purchases

The use of ProCards for a personal purchase, regardless of intent to repay the University is unauthorized and expressly prohibited. A Personal Purchase Infraction will be issued the first time this occurs and upon the 2nd Personal Purchase Infraction, the Cardholder account will be closed.

When a ProCard has No Card Activity

A ProCard is issued to faculty/staff to perform essential functions of their position. When a ProCard is not used, it creates a potential risk to the University. Based on this risk, a ProCard that is not used for 12 consecutive months is subject to being closed by Procurement & Contractual Services. A ProCard use report will be generated on a quarterly basis and reviewed. Notice will be sent to the Cardholder and ASM for accounts that have not been used for 9 consecutive months and to provide the Cardholders time to use the ProCard before the 12 consecutive months of inactivity passes.  After 12 consecutive months of no card activity, the ProCard account will be closed.   

Permissible Purchases

While a requisition is required to begin the process for certain categories, the Procurement office has authorized approved Cardholders the ability to purchase various goods utilizing their ProCard. Please refer to the How to Purchase and Pay Guidelines for restrictions and procedures for the various transaction types of purchases.

Contact the Procurement Department at 562.985.4296, email: purchasing@csulb.edu with any questions on permitted purchases before purchasing the item(s) if you do not see something specifically outlined on the website. All other transaction types not addressed on the website must be submitted using an online requisition.

NOTE: Any purchase made outside of the Pro Card guidelines must be pre-approved in writing by the Pro Card Administrator. (Reference the Program Administration section of this Guideline).

Cardholder Responsibilities

The Cardholder is defined as the person who has been issued a ProCard and is expected to fulfill the following:

  1. Security of the ProCard: The cardholder is responsible for ensuring the card is kept in a secure location. If kept in your office, it should be kept out of sight, and preferably someplace that can be locked when not in use.
  2. Authorized Signature: Only the Cardholder is authorized to use the card. Do not loan the card or card number to another individual.
  3. Appropriate use of the Procurement Credit Card: All purchases must be for University use in support of our educational mission. All purchasing policies and guidelines must be followed. ProCards may only be used for approved CSU expenditures.
  4. Delivery: Goods are to be delivered to a university address. Goods should not be shipped directly to the department but rather to the Receiving department. If a faculty or staff member is working on an authorized Telecommuting Plan, level 4 DOA approval is required to ship a supply to an employee off-campus address. For non-supply orders, the Equipment Loan Form must be completed.
  5. Compliance with the ProCard policies: All Cardholders are required to electronically sign Procurement Credit Card Request form (DocuSign) , completing the Applicant Agreement section of the form, acknowledging the Cardholder agrees to abide by the guidelines of the program. The ProCard Administrator will verify that each new Cardholder falls correctly in Delegation of Authority (DOA) with the correct authorized approving official.
  6. Original, Itemized Receipts/Invoices: All charges/credits on the Cardholder’s Monthly Procurement Credit Card Statement require an itemized invoice/receipt with totals. Cardholders must have the itemized invoices/receipts with totals for each transaction, organized in the order listed on the Monthly Cardholder Procurement Credit Card Statement.
  7. Lost/Missing Receipt: If the original receipt is lost, Cardholders should request a new receipt/invoice from the merchant. If unable to obtain the receipt, Cardholders must complete a Lost Itemized Receipt Form (PDF) that is signed and approved by the Final Approver and then must submit the form with the Monthly Cardholder Procurement Credit Card Statement. An infraction will be issued if the form is not submitted with the Monthly Statement.
  8. Disputed Transaction: Cardholders must monitor transactions for discrepancies. If any discrepancies are found, the Cardholder must contact the supplier and attempt to resolve them directly. If the Cardholder is unable to resolve the dispute with the vendor/supplier, the Cardholder must dispute the transaction with US Bank. Follow-up and resolution of all disputed items must be completed within 60 days from the purchase date.
  9. Fraudulent Charges: Cardholder must report all suspicious activity to US Bank Fraud Prevention immediately at 800-344-9078. A completed/signed US Bank Fraud Affidavit must also be returned to US Bank. If claims are not filed within 60 days, the University will be unable to recover the funds. 
  10. Lost or Stolen Procurement Credit Card: The Cardholder must immediately notify US Bank Customer Service at 800-344-5696 to initiate a new replacement card. In addition, the Cardholder must email the ProCard Administrator so that they are aware a new card will be coming. Once the card has arrived in Purchasing, you will be contacted.
  11. Replacement of Worn Out/Defective Cards: If a ProCard needs to be replaced because it is worn out or defective, an email from the Cardholder requesting a replacement card should be sent to the PCA. US Bank will issue a replacement card within 5-7 business days after a replacement card has been requested from US Bank.
  12. Employee Separation/Department Transfer/Card Cancellation: Notify the ProCard Administrator immediately of any separation date or transfer to another department. Cardholders must submit all receipts/invoices to the Appropriate Administrator, notify ProCard Administrator to close the account, and destroy the physical credit card. For Employee Separation/Clearance, the HR Online Clearance Process is also required.
  13. Buy Recycled Products: The Campus is required by State Law to assure, to the maximum extent economically feasible, the purchase of materials, goods, and supplies that are recycled or have recycled material within their content. Fitness and quality being equal, purchase preference shall be given to recycled products whenever such products are available, and the cost of such products is no greater than that of their non-recycled counterparts. Contractors shall certify the recycled content of all RCP purchased in writing the minimum percentage.
  14. Disabled Veteran Business Enterprise/Small Business DVBE/SB: Make an effort to support Disabled Veteran Business Enterprises and Small Business Enterprises Products when possible.
  15. Reconciliation, Approval, and Submission of Monthly Cardholder Statement: Cardholder must reconcile and validate all transactions each month and obtain approval within specified timeframes referenced in the ProCard  Cycle Calendar. Upon completion, electronically forward the Monthly ProCard Statement with itemized invoices/receipts and any required supporting documents or forms to the Appropriate Approver within the timeframe and due date provided on the ProCard Cycle Calendar.
  16. Off-Campus during reconciliation period:
    1. If you will be off-campus due to vacation, attendance at a conference, or another event, your responsibility to meet all submission deadlines remains in effect. Prepare for this occurrence in advance with your Approver. If you still need additional assistance, you may contact the ProCard Administrator.
    2. If your regular Approver is unable to approve your report for submission during the 6-day reallocation period, and there is no other approved DOA level 4 signers in your department, please contact AP for instruction. They will review the DOA module and guide you to the next approval level.
    3. Cardholders are accountable for failure to allow adequate lead-time for approvals on monthly statements, required supporting documents, or forms.
  17. The Cardholder must perform the following detailed reconciliation items and processes each month. If there are no monthly charges, this does not apply.
    1. Reconcile and approve all transactions: Cardholders must reconcile and approve all transactions in the CFS PeopleSoft System. The following fields of information need to be complete:
  18. Verify the charge is correct.
  19. Business Purpose Description: At a minimum, enter details of what was purchased and the related business purpose for the purchase.
  20. Reference Number: You have the option to enter a department reference number or another note for your department.
  21. Distribution: Verify the Chartfield string the charge will go to. Update if applicable.
  22. Purchase Category: Select accordingly. See the ProCard Reconciliation Guide (PDF) for additional details and account numbers that fit with each category.

Note: California sales tax will be added once the transaction is posted to Accounts Payable for purchases from out-of-state vendors when the purchase transaction category “Tax” checkbox is NOT selected (i.e., merchandise was NOT taxed).

  • Electronically Sign Monthly Cardholder ProCard Statement: Cardholders must sign the Monthly Cardholder ProCard Statement and forward the consolidated file with receipts/invoices and required forms to the Appropriate Approver for final review. The Approver or the Cardholder must upload the completed statement as an attachment in the PeopleSoft ProCard Module.

In the event a Cardholder will be out of the office during the close of the billing cycle, the Cardholder is responsible for coordinating with their Approver to ensure timely submittal of the Monthly Cardholder ProCard Statement and invoices/receipts. Approvers have access to approve transactions and attach the completed ProCard Statement on behalf of the Cardholder.

  1. Timely Submission: Submit Monthly Cardholder ProCard Statement and supporting documentation as an upload attachment in the People Soft ProCard Module by 5:00pm (or 4:30pm) on the date listed on the ProCard Cycle Calendar.

Approving Official Responsibilities

As an Approving Official of the ProCard Monthly Statement, you are granted the fiscal responsibility of ensuring that all guidelines will be followed in accordance with the Delegation of Purchasing Authority (DOPA) Authority Guidelines as well as the Signature Authority Guideline.

All approving officials agree to abide by the guidelines of the ProCard Program and ensure that Steps 3-7 below are performed monthly.

  1. Setting Dollar Limits: The Approver is responsible for setting dollar limits for each ProCard issued as follows:
    • Dollar amount allowed per transaction not to exceed $10K.
    • Monthly dollar limit per Procurement Credit Card.
  2. Employee Separation: Notify the ProCard Administrator immediately of any employee separation date, including retirement or transfer to another department to ensure timely cancellation of their Procurement Credit Card. The Approving Official is responsible for completing the reconciliation report if the employee separates from the department prior to the month-end closing of the statement.
  3. Appropriate Administrator Signature: A signature by an Appropriate Administrator on the Monthly Cardholder ProCard Statement confirms the Authorized Approver has reviewed the monthly ProCard Statement, all supporting documents and validated the Cardholder responsibilities have been followed, including, but not limited to ensuring that:
    • All purchases are in compliance with ProCard Guidelines.
    • All purchases are within single/monthly spending limits.
    • No prohibited items have been purchased.
    • No personal purchases have been made.
    • Detailed descriptions and business purpose has been provided.
    • Purchasing categories and associated accounts are accurate.
    • Appropriate documentation has been attached.
    • Accurate Chartfield strings are used for those funds and/or departments over which you have delegation of authority.

      Note: If you do not have DOA for a fund and/or department specified on the reconciliation, Approver ensures the appropriate approval signature for the use of the Chartfields is included with the documentation.
  4. Certification: Certifying that all purchases are listed on the Monthly ProCard Statement and are to be used exclusively for official University business (no personal purchase transactions) and are in compliance with the ProCard Guidelines. This is done by signing the Monthly Cardholder Procurement Credit Card Statement.
  5. Documentation: Ensuring all proper documentation is attached to the Monthly ProCard Statement. This includes invoices, receipts, the Lost or Itemized Receipt Forms, and any other supporting documentation.
  6. Timely and accurate review and approval of transactions and preparation of the Monthly ProCard Statement: Approver submits approved monthly ProCard Statement to the PeopleSoft ProCard Module as an attachment or requires that the Cardholder upload the statement within the timeframe provided (as specified on the procard cycle calendar).
  7. Upload Monthly Procurement Credit Card Statement: Upload Monthly ProCard Statement, a file consisting of the Monthly ProCard Statement and the original itemized receipts/invoices, the Lost/Itemized Receipt form (if applicable) and supporting documentation.

ProCard Policies and Procedures

Cardholder Infractions

An Infraction occurs when a Cardholder does not fulfill their responsibilities as defined above. An infraction will result in an email notification to the Cardholder and the Authorized Appropriate Administrator. It will specify mandated training sessions, card suspension, or closure of the Cardholder account.

All Cardholders will be audited monthly for compliance with ProCard policy and may be issued an infraction of ProCard policy including but not limited to:

  • Late Statement Submission
  • Unreconciled Statements
  • Personal Purchases
  • Prohibited Transactions
  • Missing Documentation
  • Missing Lost/Itemized Receipt Form
  • Splitting Purchases/Transactions – Making multiple purchases or transactions in order to avoid or circumvent the limits set to the ProCard is prohibited.
  • Additionally, for One Cardholders, travel expenses charged on the One Card are considered an advance to the traveler. A timely travel claim must be completed per the campus travel procedures to clear the advance. Late travel claims will be considered as a ProCard infraction and subject to the same actions as noted below.

Procurement Card statements and accompanying documentation must be received in the PeopleSoft ProCard module by the specified date in the ProCard Cycle Calendar

  • 1st Infraction: An email will be sent by the ProCard Administrator to the Cardholder and Approving Official notifying them of the specific infraction and what should have occurred.
  • 2nd Infraction: An email will be sent by the ProCard Administrator to the Cardholder, Approving Official notifying them of the specific infraction and what should have occurred.
  • 3rd Infraction: The Cardholder account is closed. An email will be sent by the Director of Procurement to the Cardholder, Approving Official, and Level 3 and Level 4 DOA, and the Associate Vice President for Administration and Finance notifying them of the Cardholder infraction history and that the Cardholder account is now closed.
  • Final discretionary authority rests with the Director of Procurement Services regarding any exceptions to this policy.
    • An appeal for the Cardholder account being closed due to a 3rd Infraction may be submitted to the Director of Procurement Services.  The appeal must include the following:
      • A letter from the ASM requesting an appeal and to describing the steps that will be taken to avoid further infractions. 
      • The ProCard will be reactivated at the discretion of the Director of Procurement.
      • If the appeal is granted, one infraction will be removed, and the cardholder will be required to submit a new application and go through cardholder training again.
      • If the cardholder receives one new infraction, after suspension, the account will be closed.

With the exception of Personal Purchase Infractions (which are never removed), all Infractions that are older than 2 years from the billing cycle they were recorded in will be removed from counting towards the closing of a ProCard.

Form and Instructions

Additional Contacts

Primary Guideline Contact
Michael Pruitt
Director, Procurement Services
562.985.1967
Michael.Pruitt@csulb.edu

Subject Matter Expert and ProCard Administrator
John Taff
Procurement Programs Specialist
562.985.8332
john.taff@csulb.edu

Appendices and Related Information

Appendices (if any): N/A

Related Chancellor’s Office Policies: 5250.00 | Procurement Cards (University Liability Credit Cards) (PDF)

Other Related Information: N/A

Frequently Asked Questions (FAQ)

N/A

History

Issue Date: May 17, 2016

Last Review Date: July 26, 2023

Amended Date: July 26, 2023

Amendment Description: Added guidelines for the aging of Cardholder Infractions which lead to the removal of the infraction from counting towards the closing of a ProCard.  Personal Purchase Infractions are never removed from counting towards closing of a ProCard account.

Add amendments once approved: July 26, 2023

Approvals

Associate Vice President, Financial Management

Responsible University Officer: Director of Procurement Services

Primary Guideline Contact: Director of Procurement Services